Assistant Warehouse Officer

The incumbent will be responsible for supporting project activities in terms of Warehousing & Supplies management.

KEY RESULT AREAS

Technical Level

• Support the programme activities as per distribution process & project documents
• Inventory Management
• Logistics and Distribution
• Warehouse Operations
• Data Analysis and Reporting
• Software Proficiency
• Communication and Coordination
• Problem-Solving
• Support activities as per IR & Donor guidelines

Operational Level

• Development of commodities issuance work plans for timely implementation
• Report generation
• Record management – Supplies IN-OUT etc.
• Working knowledge of MS Word, Excel, PowerPoint, Outlook, ERP systems
• Communication, Planning & Scheduling, Time, Stress & Conflict Management, Situation handling, Leadership Skills, People & team management

Inventory Control:

• Monitor stock levels and conduct regular stock counts
• Ensure the accuracy of inventory records and reconciliation

Order Fulfilment:

• Assist in picking, packing, and preparing orders for shipment
• Verify and process incoming and outgoing shipments

Warehouse Organization:

• Maintain organized and clean storage areas
• Implement proper storage techniques and label inventory

Safety and Compliance:

• Adhere to safety standards and protocols
• Ensure compliance with company policies and regulatory requirements

Equipment Operation:

• Operate warehouse equipment safely and efficiently
• Perform basic maintenance checks on equipment

Documentation and Reporting:

• Maintain accurate records of inventory transactions
• Prepare and submit necessary operational reports

Team Coordination:

• Collaborate with warehouse staff and support team activities
• Communicate effectively with supervisors and other departments

Organizational Level

• Demonstration of IR Values while working with communities
• Empowering communities to ensure organizational accountability
• Knowledge of IR strategic priorities
• Identification & documentation of organizational successes
• Adaptation of environment-friendly & cost-effective approaches/activities for community development
• Special attention to inclusion during the implementation
• Strengthen the mechanism to influence the decision-makers through communities’ advocacy & campaigning

KEY ACCOUNTABILITIES

Technical

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect, and fair treatment of his/her colleagues and staff. The following are the main responsibilities that the role holder will be accountable for:

• Supervising warehouse staff and daily activities.
• Managing, evaluating, and reporting on warehouse productivity.
• Tracking and coordinating the receipt, storage, and timely delivery of goods and materials.
• Replenishment requests of supplies and maintaining suitable inventory levels.
• Checking requests, bills, items received, inventory, and deliveries for accuracy.
• Maintaining records, reporting relevant information, and preparing any necessary documentation.
• Ensuring basic maintenance standards and compliance with health and safety regulations.
• Performing a daily inspection of the warehouse grounds.
• Coordinating and maintaining fleets and equipment.
• Communicating and coordinating with other departments and stakeholders.
• Being familiar with and abiding by the other NGO’s International procedures.

Operational

• Maintenance of hard records that includes distribution records & other documentation of purchasing and Supplies handing/taking over.
• Ensure proper filling of forms & formats as per desired standard.
• Ensure availability of supplies and consumables.
• Supervise and oversee food items, non-food items, medical supplies, and equipment related to the projects of IRP.
• Coordinate with suppliers and transport agents to ensure goods are received in the correct quantity and in good condition.
• Close coordination with line manager for effective implementation of project activities.
• Timely reporting and handling of maintenance and repair of all office equipment, building, and furniture.
• Supervision of support staff/guards
• Supply and deliver equipment and materials to required destinations in an efficient and cost-effective manner

Organizational

• Ensure compliance with IR’s policies & procedures in true spirit for effective delivery of services to communities.
• In-depth understanding of IR values and their demonstration in the field while working with communities.
• Abide by the IR zero tolerance policy towards bribery & corruption through sensitization/empowerment of communities on coping mechanisms so that they can raise voice as & when they feel inappropriate.
• Thorough knowledge of IR strategic priorities to ensure effective implementation with future sustainability.
• Assist in the identification & documentation of organizational successes for showcasing IR work
• Facilitate communities in adaptation of environment-friendly & cost-effective approaches to meet their current as well as future needs with specific attention to climate change.
• Focused efforts to be made for mainstreaming marginalized groups i.e. Persons with disabilities and old age, minorities, Women & children, etc in consultation & implementation of project activities on the ground.
• Strengthen the mechanism to influence decision-makers through communities to pay attention to DRR planning, give voice to suffering and the excluded, and highlight the protection needs of people.
• Participation and facilitation in the implementation of IR seasonal programmes & emergency response.

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to Islamic Relief Worldwide vision, mission, and core values.